U  B 

5 


GIFT   OF 


INSTRUCTIONS 


KEEPING  THE  RECORDS 


TRANSACTING  THE  CLERICAL  BUSINESS 


WAE  DEPARTMENT. 


WASHINGTO 

^pN^p^ 

1876. 


JVo 

Division 
Range 
Shelf 
Received 


187 


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University  of  California. 


OF* 


18 


INSTRUCTIONS 


KEEPING  THE   RECORDS 


TRANSACTING  THE  CLERICAL  BUSINESS 


WAR  DEPARTMENT, 


• 


WASHINGTON: 

GOVEKXMHNT    PRINTING    OFFICE. 
1876. 


WAR  DEPARTMENT, 
Washington,  October  1,  1870. 

The  following  extract*,  from  the  report  of  a  board  ap- 
pointed to  examine  into  the  methods  of  keeping  the 
records  and  transacting  the  clerical  business  of  the  War 
Department,  are  published  for  the  strict  observance  of 
the  Bureaus  and  offices  of  the  Department,  from  and 
after  the  1st  day  of  January  next,  and  no  departure 
from  the  system  herein  prescribed  wilt  be  made  without 
special  authority.  Application  for  information  upon 
subjects  referred  to  or  omitted  in  this  pamphlet,  or  for 
any  special  modification  of  its  requirements,  will  be  ad- 
dressed to  the  Chief  Clerk  of  the  War  Department. 

WILLIAM  W.  BELKNAP, 

Secretary  of  War. 


1 

f 

_ 

INSTRUCTIONS. 


CLASSIFICATION   OF   OFFICE    BUSINESS. 

All  the  clerical  business  of  an  executive  bureau,  or  military  office,  is 
comprehended  within  the  terms,  " letters  received/'  and  "letters  sent;" 
and  all  action  upon  official  papers  is  either  of  a  record  or  executive 
character. 

DEFINITION   OF    "LETTERS   RECEIVED." 

"Letters  received''  consist  of  written  or  printed  communications  com- 
ing into  the  bureau,  whether  in  the  guise  of  a  formal  letter,  an  indorse- 
ment upon  a  letter,  a  memorandum,  a  numbered  or  unnumbered  circular, 
general  or  special  order  in  any  way  relating  to  the  business  of  the  bureau, 
an  unofficial  or  informal  communication  upon  official  matters,  if  it  be 
necessary  or  proper  to  be  recorded,  a  memorandum  made  in  the  office  of 
any  verbal  communication  of  which  a  record  should  exist,  and,  generally, 
of  any  communication  reaching  the  bureau  to  which  future  reference  may 
become  necessary  or  desirable. 

DEFINITION   OF    "LETTERS   SENT." 

'•'Letters  sent"  consist  of  all  communications  of  the  foregoing  character 
issued  from  the  bureau. 

RECEPTION   AND   DISTRIBUTION   OF   MAIL   MATTER. 

All  communications  received  by  mail  or  messenger  should  be  opened, 
read,  and  pencil-marked  for  distribution  to  the  proper  officials  by  persons 
especially  designated  for  the  purpose,  who  should  be  familiar  with  the 
business  of  the  bureau,  and  the  particular  duties  of  each  of  its  officers  and 
principal  employes. 

Such  papers  as  are  not  of  an  urgent  or  special  character  should  be 
folded,  briefed,  and  recorded  as  herein  described,  after  which  they  should 
be  distributed  for  executive  action  as  indicated  by  the  receiver.  Papers 
requiring  immediate  action  should  be  briefed  and  recorded  at  the  first 
opportunity. 

(5) 


The  communications  should  be  folded  as  nearly  as  possible  to  a  uni- 
form size,  the  standard  being  an  ordinary-sized  letter-sheet  folded  from 
bottom  to  top  in  three  equal  parts.  Whenever  a  communication  covers 
all  sides  of  the  sheet  upon  which  it  is  written,  leaving  no  room  for  brief- 
ing or  indorsing,  or  where  the  paper  cannot  be  folded  to  a  proper  size,  a 
half-sheet  of  letter-size  paper  may  be  fastened  to  it;  but  in  no  case  should 
any  loose  wrapper  be  placed  around  an  official  paper.  Loose  wrappers 
on  which  briefs,  indorsements,  or  office-marks  have  been  placed  by  offi- 
cials not  belonging  to  the  War  Department,  should  be  fastened  to  the 
papers  upon  receipt  in  the  bureau. 

'•BRIEFING"  OF  LETTERS  RECEIVED. 

A  "brief"  of  every  official  communication  received  should  be  indorsed 
upon  its  first,  or  upper  fold,  exhibiting  the  place  where  the  letter  was 
written,  the  date  of  the  communication,  the  name  or  official  designation 
of  the  writer,  or  the  title  of  the  department,  bureau,  office,  court,  &c., 
whence  the  communication  proceeds,  and  a  synopsis  of  the  contents  or 
subject  of  the  letter.  Everything  of  importance  should  appear  in  the 
brief;  but  prolixity  in  the  description  of  places,  the  titles  and  offices  of 
persons,  and  in  the  summary  of  contents,  should  be  avoided.  For 
instance,  in  briefing  communications  from  a  large,  well-known  city,  it  is 
unnecessary  to  add  the  name  of  the  State;  in  describing  the  writer,  or  a 
person  named,  no  other  titles  and  offices  than  those  immediately  con- 
cerned in  the  letter  need  be  given  ;  and  dates,  names,  titles,  and  offices, 
or  mere  incidentals  of  no  importance,  should  be  omitted.  In  cases  where 
the  location  of  a  person,  office,  or  institution  is  permanent  and  well-known, 
or  where  location  is  of  no  importance  whatever,  the  brief  need  only  ex- 
hibit the  date,  name  of  writer,  and  purport  of  the  letter 

Communications  from  official  personages  on  matters  relating  t-o  the 
business  of  their  offices  should  not  be  briefed  in  their  individual  names, 
but  either  by  their  official  titles,  or  the  names  of  the  offices  of  which  they 
are  in  charge  or  in  which  they  are  serving.  The  annexed  examples  will 
serve  to  illustrate  the  proper  method  of  briefing  official  communications. 

Whenever  the  amount  of  business  in  a  bureau  is  sufficient  to  warrant 
such  a  provision,  a  certain  proportion  of  its  clerical  force  should  be  habit- 
ually employed  in  briefing  the  communications  received,  thus  insuring 
greater  accuracy  and  expedition  than  could  otherwise  be  secured. 

No  communication  properly  briefed  should  be  again  briefed  in  the  same 
or  any  other  office,  upon  any  other  fold  of  the  paper;  nor  should  any  ad- 
dition be  made  to  a  brief,  except  to  correct  errors  or  supply  omissions. 


Indorsements,  reports,  or  letters,  attached  from  time  to  time  to  the 
original  communication,  should  not  be  regarded  as  requiring  any  addi- 
tional briefing.  .-•- 

The  date  of  receipt  of  each  communication  should  be  noted  in  ink  near 
the  bottom  of  the  briefing  fold. 

RECORDING  OF  LETTERS  RECEIVED. 

When  a  letter  received  has  been  briefed,  it  should  be  entered  in  a 
record  book  kept  for  the  purpose.  The  forms  of  the  various  record  books 
for  letters  received  are  illustrated  in  the  Appendix.  The  record  books 
for  the  various  descriptions  of  letters  received  should  be  classified  as 
follows  : 

1.  Applications  for  office,  embracing  all  communications  received  from 
or  relating  to  applicants  for  appointment  or  employment  in  the  public 
service. 

*2.  Officers,  agents,  and  employes,  embracing  all  communications  received 
relating  indirldindlt/  to  persons  employed  in  the  public  service  by  com- 
mission or  appointment,  under  direction  of  the  bureau,  from  their  original 
entry  into  the  service  to  their  final  discharge  therefrom. 

3.  Claims,  embracing  all  communications  received  relating  to  demands 
upon  the  United  States  for  payment  for  supplies  taken  or  furnished,  and 
for  services  rendered     and  for  the  restoration  of  private  property  taken 
or  used  by  the  Government  or  its  officers. 

4.  Contracts,  embracing  all  communications  received  relating  to  con- 
tracts or  other  agreements  for  supplies  to  be  furnished,  services  to  be 
rendered,  or  work  to  be  performed  on  the  public  account. 

">.  Accounts  and  returns,  embracing  all  communications  received  relat- 
ing to  the  sums  on  deposit  in .  the  national  treasury  to  the  credit  of  the 
bureau,  and  of  the  amounts  drawn  therefrom  to  carry  on  the  public  ser- 
vice, and  to  the  accounts  and  returns  exacted  from  persons  intrusted  with 
or  receiving  public  moneys  for  distribution  or  expenditure,  or  public 
property  for  use  or  issue  to  others;  including  the  accounts  and  returns 
themselves. 

(I.  (General  and  miscellaneous,  embracing  all  communications  received 
involving  the  issuance  of  suitable  orders,  instructions,  and  regulations 
for  an  efficient  and  economical  administration  of  the  public  service ;  the 
preparation,  procurement,  and  distribution  of  suitable  official  and  profes- 
sional publications  ;  the  preparation  of  yearly  estimates  of  the  sums 
required  for  the  public  service  for  the  fiscal  year  ensuing;  the  procure- 
ment of  needed  supplies  for  the  public  service,  and  their  distribution  to 


8 

the  points  where  they  are  required  for  use  or  consumption ;  the  creation, 
procurement,  improvement,  and  preservation  of  necessary  public  build- 
ings, grounds,  and  works ;  the  disposition  of  surplus  or  unserviceable 
public  property,  and  the  preparation  and  submission  of  a  yearly  report 
of  operations  for  the  information  of  the  proper  authorities. 

A  record  book  for  letters  received  should  be  large  enough  to  contain 
the  entries  of  one  or  more  calendar  years,  but  no  such  books  should  com- 
mence or  terminate  in  any  fractional  part  of  a  year. 

Continuous  numbers,  beginning  with  the  first  and  terminating  with 
the  last  entry  for  a  year,  should  be  attached  to  the  entries  in  the  book, 
and  placed  upon  the  papers. 

Communications  should  be  successively  entered  in  the  order  of  their 
receipt ;  but  if  the  daily  number  of  such  communications  be  larger  than 
one  clerk  can  enter,  the  record  book  should  be  divided  into  two  volumes — 
odd  numbers  being  attached  to  the  entries  in  one  volume,  and  even  num- 
bers to  the  entries  in  the  other.  If,  as  is  contemplated,  the  work  of  the 
entry  clerk  be  restricted  to  a  simple  entry  of  the  paper,  the  placing  of 
the  entry  number  upon  it,  and  notation  in  the  book  of  the  action  taken 
upon  the  papers  entered,  no  more  than  two  volumes  are  likely  to  be  re- 
quired for  any  one  of  the  six  prescribed  classes  of  record  books;  but  such 
books  can  be  divided  into  as  many  volumes  as  may  prove  to  be  neces- 
sary— each  of  the  volumes  being  distinguished  by  a  letter  of  the  alphabet, 
which  will  also  be  noted  on  the  papers  entered  in  the  volume.  For 
instance,  should  it  be  necessary  to  divide  the  record  book  of  "general  and 
miscellaneous  letters  received"  for  the  year  1871  into  four  volumes,  the 
thirty-fifth  paper  entered  in  the  third  volume  would  be  known  as  ''35, 
C,  1871,"  which  designation  should  be  noted  in  colored  ink  above,  below, 
or  between  the  spaces  of  the  brief  of  contents,  accompanied  by  some  sim- 
ple indication  of  the  bureau,  such  as  A.  G.,  P.  M.  G.,  Eng.,.  &c.  It  will 
not  be  necessary  to  add  any  notation  of  the  particular  class  of  record 
book  in  which  a  paper  has  been  entered,  as  the  subject  of  the  communi- 
cation will  be  a  sufficient  indication  to  any  person  familiar  with  the 
classification  of  the  record  books,  and  all  papers  which  do  not  manifestly 
belong  to  any  other  set  of  books  will  necessarily  be  entered  in  the  '•gene- 
ral and  miscellaneous  "  books  of  record. 

No  communication  should  be  recorded  in  more  than  one  record  book 
in  the  same  bureau,  unless  more  than  one  class  of  record  business  is 
involved  in  it,  in  which  case  entries  of  so  much  of  its  subjects  and  the 
action  upon  it  as  relate  to  other  record  divisions  may  be  made  in  the 
books  of  those  divisions,  and  proper  notations  thereof  placed  upon  the  paper. 


9 

No  communication  exhibiting  the  notation  of  a  previous  entry  should 
be  again  entered  in  the  same  class  of  record  books,  unless,  for  special 
reasons,  it  becomes  necessary  or  desirable  to  transfer  a  remote  entry  to 
one  of  current  date.  All  indorsements,  reports,  remarks,  or  directions 
attached  to  a  communication  that  has  been  entered,  sent  from,  and  returned 
to  the  bureau,  should  be  regarded  as  a  part  of  the  original  paper,  and 
should  not  be  separately  recorded  and  numbered;  and  separate  communi- 
cations relating  to  one  particular  case,  though  independently  recorded  and 
numbered,  should  be  collected  and  tiled  all  together,  both  for  the  sake  of 
convenience  and  to  insure  a  full  understanding  of  the  case  whenever  taken 
up  for  action,  notation  being  made  on  the  subsequent  papers,  and  against 
their  entries  in  the  record  books,  that  they  are  filed  with  the  first  com- 
munication upon  the  case.  Papers  inclosed  in  a  communication  received 
should  have  a  notation  of  the  entry  number  assigned  to  such  communi- 
cation placed  upon  them,  all  useless  fly-leaves  being  first  taken  off. 

To  insure  proper  indexing,  a  communication  not  received  direct  from 
the  writer  should  be  entered  in  the  record  book  in  the  name  of  the  last 
intermediate  sender;  the  name  of  the  writer  then  appearing  in  the  body 
of  the  entry. 

Should  the  number  of  cases  falling  under  any  one  of  the  before-named 
classifications  not  justify  their  separation  from  the  other  records,  that  par- 
ticular classification  may  be  omitted,  and  the  cases  recorded  under  some 
other  class.  In  the  event  stated,  matters  pertaining  to  classes  1,  2,  3, 
4,  5  may  be  recorded  in  the  same  books  as  those  of  class  6. 

EXECUTIVE   ACTION   UPON   LETTERS   RECEIVED. 

When  communications  received  have  been  entered  in  the  proper  record 
books,  and  the  required  notations  have  been  made  upon  them,  they  are 
to  be  distributed  throughout  the  bureau  for  executive  action;  pencil- 
memorandums  of  the  distribution  to  be  made  in  the  record  book  at  the 
time,  and  removed  upon  the  return  of  the  papers  to  the  recorders. 

The  first  executive  action  upon  any  case  which  has  not  manifestly 
arisen  for  the  first  time  should  be  to  ascertain  from  the  records  what  has 
previously  been  done  concerning  it,  and  in  all  cases  of  importance  inquiry 
should  be  made  respecting  the  rules  previously  followed  in  similar  cases. 

Any  information  on  the  records  of  the  bureau,  or  in  possession  of  any 
official  thereof,  relating  to  a  case,  should  be  called  for  by  the  particular 
officer  or  clerk  to  whom  it  is  referred  for  action,  either  verbally  or  by  a 
written  memorandum  detached  from  the  papers,  and  furnished  in  the 
same  manner,  no  official  reference  or  recording  being  necessary  or  de- 


10 

si  ruble  in  communications  between  subdivisions  of  the  same  bureau. 
Inquiries  of  an  oft-recurring  nature  should,  as  tar  as  possible,  be  made 
and  answered  upon  printed  forms  pro] tared  for  office  use,  thus  saving- 
time  and  insuring  the  same  amount  of  information  in  each  case,  inde- 
pendently of  the  memory  of  inquirer  and  searcher.  These  memorandum 
reports  should  be  preserved  for  future  reference,  being  placed  in  an  in- 
dorsed envelope  and  filed  with  the  papers  in  the  case;  but  they  should 
not  be  permitted  to  leave  the  bureau. 

A  report  upon  any  case  required  by  a  superior  official  from  one  of  his 
assistants  in  the  bureau  should  generally  be  adopted  and  used  by  him 
so  far  as  to  place  or  found  his  own  remarks  and  views  upon  it;  but  should 
the  superior  officer  prefer  that  the  report  and  remarks  upon  any  case 
should  appear  wholly  over  his  own  name  or  signature,  the  report  of  the 
assistant  should  be  regarded  as  a  memorandum  for  the  information  of  his 
chief,  and  should  not  be  recorded  or  sent  out  with  the  papers  in  the  case. 

Correspondence  between  the  bureaus  of  the  War  Department  with 
other  executive  bureaus  maintaining  intimate  official  relations  with  that 
Department,  and  with  the  Department  itself,  the  Army,  and  others,  should, 
whenever  convenient,  expeditious,  and  proper,  be  conducted  by  indorse- 
ment upon  the  papers  pertaining  to  the  case  under  consideration ;  but 
if  the  record  of  a  case  in  the  entry  book  be  not  regarded  as  sufficient;  if 
it  is  not  considered  advisable  to  intrust  the  papers  or  any  part  of  the 
information  contained  therein  to  other  parties;  if  it  be  more  convenient, 
useful,  and  proper  to  communicate  by  letter,  order,  circular,  or  memo- 
randum, or  if  any  other  good  reason  exist,  a  departure  from  this  general 
rule  is  allowable. 

When  indorsements  are  used  they  should  be  written,  successively, 
crosswise  upon  the  folds  of  the  communication,  additional  sheets  of  paper 
being  pasted  on  as  required,  and  suitable  margins  being  left  on  each  fold 
for  the  purpose.  Reports  and  remarks  of  considerable  length  may  be 
written  on  separate  letter-sheets  and  fastened  inside  the  communication, 
a  note  of  the  fact  being  made  beneath  the  last  indorsement.  Simple 
references  of  papers  by  indorsement,  as  well  as  reference  for  "report"  or 
"remark"  onlv,  should  be  made  according  to  a  set  form  of  phraseology, 
to  save  the  necessity  of  recording  them  at  length  in  the  books  of  letters 
sent. 

Indorsements,  as  well  as  letters,  addressed  to  public  officers  on  the 
business  of  their  offices,  should  designate  them  by  their  official  titles 
rather  than  their  individual  names,  as  illustrated  hereinafter. 

Copies  of  original   papers   should   not   be    unnecessarily  multiplied. 


11 

Except  in  special  cases.  Tlu-  record  kept  in  the  bureau  of  original  papers 
temporarily  or  permanently  sent  out  i.s  sufficient  for  reference.  Originals 
referred  to  other  executive  bureaus,  and  not  likely  to  be  sent  away  from 
the  seat  of  Government,  can  always  be  referred  to,  or  recalled  if  required. 
Full  copies  of  all  the  papers  in  a  case  need  not  be  made  when  partial 
copies  or  extracts,  cove-ring  the  particular  points  involved  at  that  stage 
of  progress,  will  answer  the  purpose  as  well,  or  when  the  case  can  be 
sufficiently  presented  in  a  letter  framed  from  the  original  papers  and 
unaccompanied  by  copies. 

Copies  of  papers,  as  well  as  originals,  should  be  written  on  both  sides 
of  the  paper  used,  unless  it  is  probable  that  the  matter  contained  therein 
is  to  be  printed. 

Communications  addressed  to  the  bureau  upon  matters  which  do  not 
fall  within  its  jurisdiction  should  be  recorded  and  referred  to  the  proper 
office,  no  acknowledgment  of  the  receipt  of  such  communications  from 
the  writer  being  required  except  in  special  cases. 

Communications  apparently  referred  for  disposition  to  the  bureau  by 
persons  whose  public  stations  render  them  liable  to  be  addressed  upon 
various  subjects  by  various  parties,  and  which  communications  do  not  in 
themselves  appear  to  require  any  correspondence  with  the  writers,  are 
not  of  necessity  to  be  acknowledged  or  replied  to  at  length,  except  upon 
request  of  the  forwarder,  or  unless  it  be  manifestly  proper  to  communi- 
cate with  the  forwarder  upon  the  subjects  concerned. 

Acknowledgments  of  communications  received  need  not  be  sent,  except 
in  special  and  important  cases;  nor  need  answer  be  made  to  communi- 
cations upon  matters  which,  since  the  date  of  the  communication,  and 
during  its  absence  from  the  bureau,  have  been  settled  upon  other  papers, 
or  otherwise. 

Detached  briefs,  sometimes  prepared  by  subordinates  to  save  to  their 
superiors  the  time  and  labor  involved  in  the  examination  of  a  compli- 
cated case,  set  forth  in  numerous  papers,  should  be  terse  and  concise  in 
language,  informal  in  style,  stripped  of  all  mere  verbiage,  confined  to 
the  particular  points  of  the  case  then  before  the  bureau  for  action,  and 
should  not,  except  in  special  instances,  be  regarded  as  a  part  of  the  offi- 
cial papers  or  the  permanent  records,  but  filed  as  memoranda. 

Whenever  a  case  requiring  action  extends  through  several  papers,  the 
papers  should,  with  the  aid  of  an  elastic  band  or  office  tape,  be  always 
so  arranged  by  the  clerks  into  whose  hands  they  come  for  action  as  to 
present  to  view  the  briefs  of  writers,  and  contents  of  the  principal  com- 
munications in  the  order  of  their  dates,  the  inclosures  pertaining  to  each 


12 

paper  being  contained  within  it,  except  such  us  it  may  he  desirable  to 
withdraw,  indorse,  and  arrange  aniono-  the  principal  papers. 

Notations  of  the  date  or  number  of  all  letters,  orders,  circulars,  memo- 
randums, or  other  communications  issued  from  the  bureau,  should  be 
placed  on  the  papers  upon  which  such  communications  are  bused  in 
small  characters  and  in  colored  ink,  upon  the  first  or  briefing  fold  of  the 
paper,  thus  enabling  an  executive  officer,  or  other  person  examining  the 
paper,  to  see  at  a  glance,  or  to  ascertain,  what  action  or  attention  the 
case  has  already  received. 

Communications  referred  by  a  superior  to  a  subordinate  officer,  for 
such  action  as  the  subordinate  may  deem  proper,  do  not  require  any 
formal  indorsement  or  signature  as  authority  for  the  latter  to  act  upon 
them,  but  all  instructions,  calls  for  information,  or  information  given, 
should  be  attested  by  the  signature  or  initials  of  the  superior  officer  or 
one  of  his  assistants. 

RECORDING  OF   LETTERS   SENT. 

A  record  book  of  letters  sent,  divided  into  as  many  volumes  as  may 
be  necessary,  should  be  kept  in  connection  with  the  record  books  of  letters 
received,  in  which  should  be  recorded  in  full  all  communications  issued 
from  the  bureau,  except  simple  indorsements  of  reference  for  action,  re- 
port, or  remark,  and  regular  series  of  orders,  of  which  sets  are  separately 
kept  on  file.  Should  the  business  of  any  one  class  of  records  demand  it, 
a  separate  book  of  letters  sent  may  be  kept  for  that  class. 

Sucli  letters  sent  as  are  of  a  purely  routine  character  and  of  frequent 
recurrence  should  be  prepared  upon  printed  forms,  designated  by  num- 
bers or  otherwise,  in  which  case  only  the  manuscript  portions  of  the 
letter,  with  the  designation  of  the  form  affixed,  need  be  recorded. 

Brief  descriptive  headings  should  precede  the  entry  of  such  indorse- 
ments as  do  not  within  themselves  set  forth  the  names  of  persons  and 
things,  or  the  subjects  concerned,  sufficiently  for  indexing  purposes. 

To  facilitate  the  dispatch  of  business,  either  the  first  draught  of  a  com- 
munication, duly  corrected,  or  a  rough  or  press  copy  of  the  signed  com- 
munication, should  be  retained  for  entry  in  the  book  of  letters  sent,  and, 
after  being  recorded,  such  draughts  or  copies  can  be  filed  within  the  letters 
received  on  which  they  are  based,  or  preserved,  if  desired,  in  any  other 
manner. 

All  names  in  the  brief  of  an  indorsement  or  report,  or  in  the  body  of 
a  communication,  recorded  in  the  letter  book,  which  require  to  be  indexed, 
should  be  underlined  bv  the  recorders. 


."., 

'• '  i 

18 

A  The  entry-marks  of  the  letter*  received,  upon  which  a  communication 
issued  from  the  bureau  is  based,  should  be  noted  in  the  margin  of  the 
record  book  of  letters  sent. 

INDEXING. 

A  yearly  alphabetical  index  should  be  kept  up  from  day  to  day  in 
connection  Avith  each  record  book  of  letters  received  and  sent;  but  a 
separate  index  need  not  be  kept  for  each  volume  of  a  book  divided  into 
volumes  as  before  described.  The  index  should  contain  the  names  of  all 
persons  and  things  appearing  in  the  record  book,  as  the  writers,  the 
receivers,  or  the  subjects  of  the  communications  recorded  therein,  no 
name  being  entered  more  than  once.  Following  each  name  in  an  index 
of  letters  received  should  appear  the  numbers  of  all  communications 
received  from  or  relating  to  the  person  or  thing  concerned,  (space  being 
provided  for  the  purpose,)  the  numbers  of  the  communications  in  which 
the  name  appears  in  the  body  of  the  letter,  and  not  as  the  writer,  being 
distinguished  by  the  use  of  colored  ink.  In  the  indexes  of  letters  sent 
the  numbers  should  refer  to  the  pages  of  the  record  book  on  which  the 
communications  are  transcribed. 

To  facilitate  searches  for  names  under  each  letter  of  the  alphabet,  where 
the  number  of  entries  are  great,  the  names  may  be  arranged  according  to 
the  first  letter  following  the  initial  letter,  under  subdivisions  correspond- 
ing with  the  five  vowels  of  the  alphabet. 

A  copious  index  of  subjects  of  general  interest,  or  involving  principles 
applicable  to  similar  cases  likely  to  arise  hereafter,  should  be  compiled 
from  individual  cases  after  they  have  been  recorded  in  the  entry  books 
and  have  received  the  action  of  the  proper  authorities.  This  index  should 
extend  to  the  business  of  the  entire  bureau,  and  should  embrace  the 
records  of  as  many  unbroken  years  as  is  consistent  witli  convenience  of 
si/e  and  handling.  The  design  of  this  book  of  reference  is  to  aid  in 
securing  uniform,  just,  and  speedy  decisions  upon  certain  classes  of  cases 
of  frequent  occurrence,  which  might  otherwise  require,  each  of  them, 
a  lengthened  search  and  study  of  principles,  authorities,  and  precedents. 
Great  care  should  be  given  to  the  preparation  and  keeping  of  this  index. 

Illustrative  examples  of  the  various  kinds  of  indexes  for  record  books 
of  letters  received  are  hereunto  appended.  These  indexes  should,  when 
necessary,  be  kept  by  clerks  especially  assigned  to  that  duty,  to  whom 
rough  memorandums  of  names  and  entry  numbers,  in  the  order  of  their 
entry,  should  be  handed  by  the  recorders-. 


MEMORANDUM   BOOKS. 

Memorandum  books,  simple  in  design  and  inexpensive  in  character, 
may  he  used  to  aid  in  the  dispatch  of  current  business,  or  for  ready 
reference  to  particular  classes  of  information,  but  they  should  not  be 
multiplied  beyond  strict  necessity,  allowed  to  accumulate  in  course  of 
time,  or  permitted  to  absorb  much  of  the  clerical  labor  of  the  bureau; 
nor  should  they  be  regarded  as  a  part  of  the  permanent  records,  and  no 
file-numbers  or  notations  connected  with  such  books  should  be  placed 
upon  official  papers. 

HANDWRITING   AND   WRITING   MATERIALS. 

No  other  writing  fluids  than  good  black  and  red  inks  should  be  sanc- 
tioned, and  copying  ink  should  be  used  only  for  letter-presses. 

Handwriting  in  record  books  and  on  official  papers  should  be  plain  and 
of  good  size,  flourishing  and  ornamental  writing  being  especially  avoided 
and  forbidden.  Proper  names  should  always  be  written  with  especial 
care. 


BRIEFING. 


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RECORD  BOOKS. 

LIBRARY 

I  T  V   (')  F 

[A. 


49 


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. 
By  whom  recommended. 

lions.  Thomas  Brown,  Jo- 
seph Street.  Colonel 
Fletcher,  Maior  Gale, 
and  other  officers  of  72d 
Rhode  Island  volun- 

§ 
1 

a" 
tJ 

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l  .Hi1 

^   t^  -^     rft  -^ 

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others. 
Col.  Randolph,  Captain 
Jenkins,  prominent  mer- 
chants, and  others. 

Seiiators  and  representa- 
tives of  State;  Dele- 
gate Ransom,  Wyom.; 
commander  and  officers 
of  posts. 

pers  of  an  applicant  rece: 
iiit  in  the  entry  book  of  Cl 

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52 


REGISTER 


File 
No. 

Auditor's 
number. 

Name  of  claimant. 

Residence. 

Nature  of  claim. 

By   whom   pre- 
sented  or  re- 
ferred. 

276 

1342 

Territorial  Stage  Co. 

Atchison,  Kans. 

Seizure  of  horses 

Third  Auditor  .. 

293 



Slaughter,  Joseph.. 

Bullock  Co.,  Ga. 

Beef  cattle  

Littleton  &  Cook, 
Washington. 

314 
325 

348 

1482 

International  Trad- 
ing Co. 
Singleton,   heirs    of 
T.  J. 

Charleston,  S.C. 
Marshville,  La. 

Cotton  sold  by 
Government. 
Kent  of  build- 
ings  at   New 
Orleans. 

Thomas   L.   At- 
kins &  Co. 
Hon.  R.  J.  Saun- 
ders,  M.C.,and 
Third  Auditor. 
AdjutantGeneral 

of  Mo. 

369 
386 

n<;:5 

Morton  and  Perkins  . 
Knoxville,  City  of.  . 

Bartonville,N.J. 
North  Carolina. 

Compensat'n  for 
non-fulfillment 
of  contract  for 
Army  clothing. 
Restoration     of 
armory. 

Second      Comp- 
troller. 

General    Joseph 
R.  Preston. 

NOTE. — All  claims  and  communications  relating  to  claims,  or  on  the  subject  of 
numbers  assigned  to  them.  Then  such  claims  as  require  the  administrative  action  of 
of  letters  received  to  the  pages  of  this  book  on  which  the  claims  can  be  found.  The 
numbers  those  of  the  settlement  certificates  issued  in  cases  settled  at  the  Treasury, 
communications,  should  be  noted  in  the  book  of  letters  received.  This  book  need  not 
sufficient. 


53 


OF  CLAIMS. 


When 
received. 

Amount 
claimed. 

Amount 
allowed 
or  recom- 
mended. 

Action,  disposition,  and  remarks. 

Jan.    27,  1870 
Feb.   14,  1870 

Mar.     3  1870 

$14,982  70 
1,476  85 

72  813  00 

$9,  450  25 
1,  476  85 

Chief  Q.  M.  Dept.  West,  Feb.  4,  (L.  B.,  p.  43  ;) 
received  back  Mar.  18  ;  A.  G.  for  information 
from  records  Army  of  the  Frontier,  April  11  ; 
returned  April  18;  Secretary  of  War,  May 
23,  (L.  B..  p.  218.) 
Additional  evidence  required  Feb.  29  (L.  B., 
p.  67  ;)  evidence  received  Mar.  27  ;  Chief  C. 
S.  Southern  Dept.,  April  21,  to  investigate 
loyalty  ;  report  received  Mav  Ifi  ;   A.  G.  tor 
address  of  Lieut.  Philip  Clayton,  63d  Ky. 
Vols.,  Mav  30  ;    Letter  to  Lieut.   Clayton 
June  24,  (L.  B.,  p.  118;)    Third  Auditor  for 
settlement  Aug.  19. 
Papers  withdrawn  by  attorneys  May  3  for  pre- 

Mar.  31   1870 

427  37 

sentation  to  Ct,  of  Claims.     See  643  of  If70. 
Returned  to  Auditor  April  14,  (L.  B.,  p.  78.) 

May   26,  1870 

Secretary  of  War  with  report,  July  9,  (L.  B., 

July  IS,  1870 
Sept.  26  1870 

26,047  32 

5,000  00 

p.  246  ;')  received  back  with  rep  Jrt  of  P.  M. 
General,  Sept.  23  ;  copies  to  House  Military 
Committee,  Dec.  19. 
J.  A.  General,  Aufr.  2,  (L,.  B.,  p.  27«  ;)  received 
back  Sept.  3;    Secretary  of  War,  Sept   9; 
request  for  $10,550.  25  issued  on  settlement 
I7(i3,  Oct.  15. 
C.  O.  Dept.  of  Southwest  report,   Nov.  7;   re- 

ceived back  Dec    16;    application   refused 
Jan.  8,  1871,  (L.  B.,  p.  16.) 

claims,  should  be  entered  in  a  book  of  letters  received,  of  the  ordinary  form,  and  file- 
the  Bureau  should  be  set  forth  in  this  book  as  above,  and  a  reference  made  in  the  book 
file-numbers  illustrated  here  are  those  of  the  letters-received  book  ;  the  Auditor's 
The  action  on  all  claims  not  required  to  be  spread  on  this  book,  and  on  all  other 
be  indexed,  as  the  index  to  the  first  entry  of  the  -cases  in  a  book  of  letters  leceived  is 


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1  fS    Is 

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of  William  Hammer, 
ir  patent  gun-shield  1 
le  United  States. 

OMAHA, 

ise  of  fire  extinguish 
Unent  at  Omaha  and 
ll  Fire  Extinguisher 

PITTSBURGH, 
irnishing  iron  head- 
for  the  national  cem( 

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55 
REGISTER  OF  CONTRACTS  AXD  PURCHASES. 

[For  continuation  of  this  table  see  pages  56  and  57.] 


le  number. 

Name  of  contract- 
or or  seller. 

Place  of  deliv- 
ery,  perform- 
ance, or  sale. 

Name  of  contract- 
ing officer. 

Rank  or  office. 

fc 

72 

Winfield&  Bro.. 

Baltimore  

Fr.  Skinner  Capt.  and  C.  S  

79 

Atlantic    Steam- 
ship Company. 

New  York  

Jas.  W.  Pringle  .  .    Major  and  Q.  M  

83 
96 

Wisewell&May. 
Jefferson  Adams 

Philadelphia.  .. 
Cold  Run  

(  'has.  J.  Hunting- 
ton. 
Wm.  T.  Varley  .  . 

- 
Medical  Purveyor  .  . 

Lieut,  of  Ordnance.  .  ; 

104 

Benj.  Van  Dyke.. 

Boston  

Rich'd  A.  Simms 

Lieut,  and  Sig.  Offi'r 

123 

Patrick  O'Hagan. 

Chicago  

E  wing  Preston  .. 

Capt.  29th  Inf.,  R.O. 

156 

John  Burley   

Ft.  Barker,  Tex. 

Sam'l  S.  Ferriss.. 

Lieut,  llth  Cavalry, 
Post  Commissary. 

178 

Dater  &  Timpson. 

Washington  .  .  . 

Thos.  Fosdick  .  .  . 

Disbursing  clerk  .  .  . 

167 

National  Subma- 
rine Company. 

Devil's  Pass,  La 

Evert  on  Giles  

Lieut.  Col.  Engineers 

198 

Vulcan  Iron  Co... 

Pittsburg  

Clayt'nHotchkiss.    Major  of  Ordnance..! 

NOTE. — Contracts,  reports  of  purchases,  proposals,  and  offers  will  be  entered  in  a  book 
of  letters  received  of  the  ordinary  form,  and  a  file-number  assigned  to  each.  Con- 
tracts and  purchases  will  then  be  set  forth  on  this  book,  and  a  note  made  opposite 
their  entry  in  the  letter  book,  showing-  on  which  page  of  this  register  they  are  to  be 
found.  Contracts  and  purchases  should  be  recorded  briefly  in  the  book  of  letters  re- 
ceived, but  proposals  and  offers  should  be  staled  sufficiently  at  length  to  afford  an 
index  of  the  articles  and  services  proposed  or  offered.  The  two  record  books  can  be 
used  in  determining  values  at  any  time  and  place.  The  file-numbers  used  on  this 
register  should  be  those  of  the  first  entry  of  the  papers. 


56 


REGISTER  OF  CONTRACTS 

[For  beginning  of  table  and 


Date  of  con- 
tract or  pur- 
chase. 

Period. 

NATURE  OF  CONTRACT  OR  PURCHASE. 

Articles  or  services. 

Quantities  or 
time. 

Price. 

Jan.  11,  1870 
June  15,  1870 

July  17,  1870 
Aug.  23,  1870 
Sept,  9,  1870 

Sept.  16,  1870 
Oct.  10,  1870 

June  30,  1870 
May  14,  1870 

Aug.  10,  1870 

2  500  cans 

l?i 

10 
75 
25 
60 

50 

00 
CO 

28 

7 
11 
00 
62 

1   year  from 
July  1,1870. 

Transportation  New  York 
to  New  Orleans 

Per  ton 

7 
"~5~ 

"'u 

4,600 
25 

Mobile 

Per  cub.  yard 
Per  ton  
Per  cub.  yard 
150  

Per  annum  .  . 

12 

Hospital  knapsacks  
Superintendent  gun  found'y 
Telescopes 

3  years  from 
Sept.  1. 

Indefinite  

Cooked  rations  for  recruits. 
Beef  cattle  

Per  ration  .  .  . 

700  head  
3,500  pounds 
75  tons. 

""£§" 

1  year  

Fresh  beef 

Hav  

Corn 

Stationery  

Removal  of  rock 

Per  cub.  yard 
Per  pound  .  .  . 

i 

85 
12 

6  months  

20-pd.  breech-loading  gun. 

AND  PURCHASES— Continued. 

explanatory  no"te  see  page  55.] 


Date  of  trans- 

mittal  to 
Treasury  De- 
partment. 


Action  and  remarks. 


July  10,  1870 


Returned  to  officer  for  size  of  cans  January  15  ;  received  back  Jan- 
uary 27. 

Returned  to  officer  for  amendment  of  certificate  of  responsibility  of 
sureties  June  27  ;  received  back  July  6. 


Aug.    4,  1870  I  Contract  terminated  September  16,  and  new  contract  made  for  im- 
proved knapsack  at  higher  price,  (L.  B.,  p.  347.) 
Nov.  16,  1870 

Returned  to  Lieutenant  Simms  September  18,  to  report  authority  for 
purchase;  received  back  September  25 ;  Secretary  of  War,  Sep- 
tember 28,  (L.  B..  p.  279 ;)  returned  September  30 ;'  letter  to  Lieu- 
tenant Simms  October  2,  (L.  B.,  p.  323.) 


Sept.  27,  1870 
Oct.    31.  1870 

July     3,  1870 
June  16,  1870 


AUK.  27,  1870 


Returned  to  officer  for  verbal  amendment  October  20;   received 
back  October  29. 


Annulled  for  violation  of  terms  October  24,  1870,  (L.  B.,  p.  286 ;) 

revival  refused  November  10,  (L.  B.,  p.  365.) 
Prosecution  for  non-fulfillment  recommended  August  27,  (L.  B.,  p. 

432;)  compromised  September  19,    (L.  B.,  510;)  papers  sent  to 

War  Department  November  29  ;  see  276  of  1870. 


58 


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59 
RECORD  BOOK— LETTERS  SENT. 


Henry.  Hon.  Thos.  J., 

Louisville. 


437  (W.  D.)  1870. 
683  (W.  D.)  1870. 


Wyoming,  Gov'r  of. 


79  (A.  G.  O.)  1870. 
See  page  139. 


Wilkins,  Geo.  B., 

1st  Lieut.  ]2th  Infy. 


63,  85  (Q.  M.  G.)  1870. 

Sec'v  of  "NVar  approved, 
May  20. 

See  page  435. 
Engineer  Officers. 


743  (Eng.)  1870. 


467  (Ord.)  1870. 
See  page  296,  Vol.  1, 1869. 


WAR  DEPARTMENT,  June  16,  1870. 
SIR:  I  am  directed  by  the  Secretary  of  War  to  inform 
you,  in  reply  to  your  letter  of  the  12th  instant,  that  the 
application  of  Mrs.  Rebecca  Harrison,  of  Bentville,  for 
the  discharge  of  Corporal  Joseph  Brown,  Co.  M,  27th  In- 
fantry, has  been  duly  considered  by  the  Department, 
and  that  the  same  cannot  be  granted  without  prejudice 
to  the  public  interests. 

Very  respectfully,  your  obedient  servant, 

Chief  Cleric. 


Indorsement  on  application    for  continuance   of  Col. 
Chas.  G.  Gordon  in  that  Territory. 


Respectfully  referred  by  the  General  of  the  Army  to 
the  Commander  of  the  Mil.  Div.  of  the  West,  with  au- 
thority to  grant  this  application,  if  deemed  compatible 
with  the  interests  of  the  service  and  regarded  as  advis- 
able in  other  respects. 

Ass't  Adj't  Gen't. 
A.  G.  O.,  March  14,  1870. 


REPOUT: 

The  case  of  this  officer  is  respectfully  submitted  to 
the  Quartermaster  General,  with  the  report  that  it  ap- 
pears ***** 

It  is  recommended  that    ***** 


Q.M.  G.  O.,J/ar/18,  1870. 


Major  and  Q.  M. 


OFFICE  CHIEF  OF  ENGINEERS, 

June  27,  1870. 
CIRCULAR: 

It  is  ordered  by  the  Chief  of  Engineers  that  in  future 
all  estimates  for  funds  forwarded  to  this  office  *    *    *    ^ 


Capt.  of  Eng'rs,  B'v't  Lt.  Col. 


Cavalry,C.  0. 12th  Reg't,  j 
Fort  Richardson,  Texas.  i 


ORDNANCE  OFFICE, 

August  14,  1870. 


SIR :  The  Chief  of  Ordnance  requests 
Sharp's  Breech-loading  Carbine    *    *    * 
Very  respectfully, 


Major  of  Ordnance. 


OFFICE-MARKS,  INDORSEMENTS,  OFFI- 
CIAL ADDRESSES,  INDEXES. 


63 


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red  by  the  Department 
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65 

OFFICIAL  ADDRESSES. 

To  the  SPEAKER 

of  the  House  of  Representatives, 

Washington. 

To  the  PRESIDENT 

of  the  Senate, 

Washington. 

To  the  CHAIRMAN, 

Committee  on  Mifttar?/  .-(ft'iinv. 

United  States  Senate. 
To  the  CHAIRMAN, 

Joint  Select  Committee  on  Ordnance, 

Washington 
To  the  CLERK 

of  the  House  of  Representatives, 

Washington. 
To  the  PRESIDENT 

of  the  United  St<tt'*. 

To  the  Honorable 

THE  SECRETARY  OF  THE  TREASURY. 

To  the  Honorable 

THE  ATTORNEY  GENERAL. 

To  the  SECOND  COMPTROLLER 

of  the  Treasury. 

To  the  COMMISSIONER 

of  the  General  Land  Office. 
To  the 

COMMISSIONER  OF  PENSIONS. 

To  the  CHIEF  OF  THE  BUREAU 

of  Yards  and  Docks, 

Navy  Department. 
To  the  CHIEF  of  the 

Bureau  of  Navigation, 

Navy  Department. 
5 


66 

To  the  PAYMASTER  GENERAL 

of  the  Army. 

To  the  COMMISSARY  GENERAL 

of  Subsistence. 

To  the  CLERK  OF  THE 

Supreme  Court  of  the  District  of  Columbia, 

Washington. 

To  the  ASSISTANT  ATTORNEY  GENERAL, 

United  States  Court  of  Claims, 

Washington. 
To  the  GOVEROR 

of  the  State  of  Xerada, 

Carson  City. 

To  the  SECRETARY  OF  STATE, 

State  of  New  Jersey, 

Trenton. 

To  the  SUPERINTENDENT  OF  PUBLIC  INSTRUCTION, 

State  of  Illinois, 

Spring-field. 

To  the  CLERK  OF  THE  DISTRICT  COURT, 

Fourth  Judicial  District,  State  of  Texas, 

San  Antonio. 

To  the  SURROGATE  OF  THE  COUNTY  OF  KINGS, 

Brooklyn,  Xeiv  York. 
To  the  MAYOR  of  the 

(.'it i/  of  Louisville. 

To  the  TREASURER  of  the 

Board  of  Public  Works, 

Cincinnati. 
To  the  SECRETARY 

of  the  Atlantic  Woohn,  Mill*, 

Westerly,  Rhode  Island. 

To  the  PRESIDENT 

of  the  Interoceanic  Steamship  Co., 

Wilmington,  North  Carolina. 


67 

To  the  JUDGE  ADVOCATE, 

General  Court- Martial, 

Fort  Hamilton,  New  York. 

To  the  RECORDER  of  the 

Board  on  Tactics,  Small  Arms  and  Equipments, 

Rock  Island,  Illinois. 

To  the  COLLECTOR  OF  CUSTOMS, 

Port  of  P/ti!<nlrIjJi!<t. 

Pennsylvania. 

To  the  UNITED  STATES  ATTORNEY, 

Xortlu  rn  Divtr'ft  nf  Xi-tc  York. 

Buffalo. 
To  the  COMMANDANT, 

United  Sf<ifi'.*  \<u'f/   }'«)•</. 

New  London,  Connecticut. 

To  the  COMMANDING  OFFICER, 

/W  <>f  i'nrt  (rreenleaf, 

Florida. 

To  the  DEPOT  QUARTERMASI  I:K, 

Fort  Marker,  Kansas. 

To  the  POST  COMMISSARY, 

Jefferson  Barracks,  Missouri, 

To  the  ASSISTANT  ADJUTANT  GENERAL, 

Jfr-atl'j/ittrferx,  Department  of  the  West, 

Fort  Leavemvorth,  Kansas. 

To  the  CHIEF  COMMISSARY  OF  SUBSISTENCE, 

District  of  the  Plains, 

Fort  Gibson,  Indian  Territory. 
To  the  COMMANDING  OFFICER, 

Company  C,  12th  Regiment  of  Cavalry, 

Camp  Mansfield,  M.  T. 


68 


ALPHABETICAL  VOWEL  INDEX. 

An. 
Adams,  Capt.  Clias.  J.— 3,  11,  14,  28,  59,  73,  91,  126. 

Accounts  of  Civil  Engineers — 1,  43,  69. 
Abbott,  Geo.  Wash.— 15,  27,  34. 

Ae. 

Akrons,  Sam'l  D.— 16,  18,  72. 
Aerial  Xariyation  Co.— 116,  243,  376. 
A/ny,  Surgeon  Chas.— 92,  111,  293. 

At. 

Aikenside,  Joshua — 142,  234. 
Aidcs-de- Camp— 68,  236. 
Amerson,  Col.  Albert  T.— S3,  171,  216. 
Allerton,  William  S.—  41,  69,  82. 

Ao. 

Atwater,  Gen' I  Jona.— 26,  249. 
Appropriations  for  current  fiscal  year — 76,  83. 
Aspodel,  Geo.  C.— 182,  246. 
Annual  Report— Q,  54,  87. 

Au. 

Aycrs,  Cadet  Jackson  H. — 46,  126. 
"Avalanche"  Steamer — 154. 
Auf/ustus,  Private  Julius  C. — 35. 
Austin  Arsenal  Lot — 112. 


69 

INDEX  LETTERS. 


Congress C. 

House  of  Representatives H. 

United  Stales  Senate S. 

Committee  on  Appropriations.  House  of  Representatives. .     A  and  H. 

Committee  on  Military  Affairs.  United  States  Senate M  and  S. 

President  of  the  United  States P. 

Department  of  State |  S. 

Department  of  .Lustice J. 

Solicitor  of  the  Treasury ;   T. 

General  Land  Office L. 

Comptrollers  of  Treasury C. 

Auditors  of  Treasury. .  .* : A. 

Bureau  of  Internal  Revenue I. 

Navy  Department  'Bureaus N. 

Commissary  General  of  Subsistence S. 

Bureau  of  Refugees,  I-Yeedmen.  ».Vc F. 

Bureau  of  Military  .Justice J. 

Supreme  Court  of  the  United  States j  S. 

United  States  Minister  to  Great  Britain j   G. 

United  States  Consul  General  at  Montreal |   M. 

United  States  Commercial  Airent  at  Port  Stanley j  P. 

British  Minister  to  the  United  States I  B. 

Foreign  Consuls  at  Richmond T '  R. 

United  States  and  Mexican  Claims  Commission M. 

Commissioners  for  codifying  the  laws  of  the  United  States.    C. 

United  States  Coast  Survey •   C. 

United  States  Internal  Revenue  Officers ;  I. 

Assistant  Treasurers  of  the  United  States !  T. 

Officers  of  United  States  ( 'ustoms :   C. 

Officers  of  United  States  Puhlic  Land  Service !  L. 

Officers  of  United  States  Indian  Service I. 

(  Hficers  of  United  States  Pension  Service P. 

Headquarters  of  the  Army '  A. 

Chief  Quartermaster  Department  of  the  West W. 

Depot  Paymaster  at  New  York '  N. 

Post  Commissary  at  Fort  Wayne i  W. 

Board  of  Engineers  on  River  and  Harhor  Imp'ts- ..  .    R. 


United  States  Arsenal  at  San  Antonio 


S. 


Chief  Signal  Officer  of  the  Army 

Regiments  and  Companies  of  Cavalry C. 

United  States  Military  Academy  .  . . .' !  M. 

Military  Reservation  of  Fort  Garland i  G. 

Mi litary  Post  of  Camp  McGarry M. 

Major  Generals ." M. 

Second  Lieutenants j  L. 

Assistant  Medical  Purveyors !  M. 

United  States  Navy  Yard  at  Mare  Island .  M. 


70 

INDEX  LETTERS— Continued. 


United  States  East  India  Squadron E. 

Officers  of  United  States  Courts,  Southern  District  of  Ohio.  O. 

United  States  Attorney,  District  of  Vermont V. 

I  Vstmaster  at  Fort  Wayne \  F. 

Sj  x-'cial  Agents  of  the  Post  Office  Department ;  P. 

Legislative,  Executive,  and  Judicial  Officers  of  the  State 

of  Illinois I. 

Officers  of  City,  Town,  or  Village  of  Bentonville A .  B. 

Officers  of  Gordon  Iron  Works Gr. 

Alfred  Bolter,  Proprietor  of  the  Eagle  Mills B. 

Benjamin  Andrews,  Publisher  of  Weekly  Review A. 

The  New  Haven  Daily  Record .* R. 

Owners  of  Steamship  General  Jackson GK 

Business  Firm  of  Garrett  &  Burns G  and  B. 

Captain  Smith,  Disbursing  Officer  at  Portland S. 

Captain  Brown,  Commanding  Company  M,  56th  Infantry.1  B. 

Major  Jones,  in  charge  of  Snake  River  Improvements  . .'. .  J. 

Lieutenant  Robinson,  in  charge  of  Construction  of  Fort 

Hale R. 

Experimental  Board  on  Iron  Gun  Carriages Gr. 

Special  Commission  on  Accouterments,  Equipments,  and 

Intrenching  Tools : A,  E,  and  I. 

Board  011  Revision  of  Forms  in  Supply  and  Staff  Depart- 
ments    F  and  S. 


71 

INDEX  WORDS. 

Abstract  from  record  book  of  letters  received. — Army,  General  of:  Sub- 
mits report  of  Commanding  Officer  Mil.  Div.  Northwest,  of  tour  of 
inspection  of  his  command.  Indians  on  Sweetwater  discontented  and 
troublesome,  and  Commanding  Officer  Dep't  of  the  West  gone  there  on 
an  expedition;  post-traders,  in  some  instances,  abuse  their  privileges;  al- 
lowance of  transportation  at  Fort  Berry  insufficient;  quarters  at  posts  oil 
the  Blue  Stone  in  bad  condition ;  recommendation  of  Commanding  Officer 
Dep't  of  the  West  for  temporary  increase  of  clothing  allowance,  approved ; 
assignment  of  Major  Leonidas  Belden  as  Depot  Quartermaster  at  Fort 
Columbia  requested,  and  early  return  to  their  posts  of  all  available  de- 
tached officers  recommended. 

Army,  General  of. 

Northwest,  Mil.  Div. 

Inspection  of  Northwest  Mil.  Div. 

Indian  troubles  in  Div.  of  Northwest. 

West,  Dep't  of.  * 

Sweetwater  River,  expedition  to. 

Post-traders,  abuses  of. 

Transportation  at  Fort  Berry. 

Berry,  Fort,  transportation  at. 

Quarters  at  Blue  Stone  posts. 

Blue  Stone  posts,  quarters  at. 

Clothing  allowance  in  Div.  Northwest. 

Belden,  Major  Leonidas. 

Quartermaster  at  Fort  Columbia  depot. 

Columbia.  Fort,  quartermaster  at  depot. 

Detached  officers,  Mil.  Div.  Northwest,  return  to  stations. 


Abstract. 


Military  Academy,  Superintendent  of,  requests  information  as  to  the 
legal  and  proper  allowances  to  Board  of  Visitors. 


Military  Academy,  Board  of  Visitors'  allowances. 
Alloivances  of  Board  of  Visitors. 
Visitors,  Board  of,  allowances  of. 


72 

A  l>siract. 

War  Department — Directs  that  the  annual  reports  be  prepared  in  nar- 
rative rather  than  tabular  form ;  and  that  the  substance  of  the  sub-reports 
be  embodied  therein,  except  where  necessary  to  keep  the  sub-report 
separate  and  entire. 


War  Department. 
Annual  Reports, 

Reports,  (See  "Annual  Reports.") 

Tabular  statements  to  be  mainly  omitted  from  annual  reports. 
Sub-reports  of  Bureaus  to  be  generally  omitted  from  annual  Bureau 
reports. 


73 

ALPHABETICAL  REFERENCE  BOOK  OF  DECISIONS  AND 
PRECEDENTS. 


Accounts Disbursing  officers' ;  when  rendered— 1870 :  42,  168—1871 :  67, 

329.     Army  officers':  various  rules  for  settlement— 1870 :  42, 

325,  47-1— 1871 :  23. 

(See  "Clothing  Accounts.") 

Settlement  of  suspended  and  disallowed,  in  Treasury  Depart- 
ment—1870 :  63,  75,  131—1871:  98,  146. 

(See  "Returns/') 
Bounty Deserters' ;  various  ((r.estiom;  concerning  rights  and  forfeitures 

—1870:  261.  57fi,  782—1871:  4,  33,  87. 

(See  "Pay,"  "Allowances,"  "Emoluments,"  &c.) 
Veteran;  various  questions  relating  thereto— 1869:  15,86,193— 

1870 :  231,  496. 

(See  "Missouri  State  Militia.") 
Clothing  Accounts ...    Volunteer;  questions  of  settlement— 1870:  11,  23,  396—1871: 

2,  38.     Regular;    questions   of  settlement— 1870 :   43—1871: 

181. 
Contracts How  made,  attested,  reported,  approved,  &c. — 1870 :  63,  76 — 

1871  :  44,  9». 

(See  "  Beef  Contracts.") 
For  supplies  at  military  posts  ;  various  rules  and  orders — 1870  : 

C  41,  B  82.  A  164—1873  :  331,  487. 
Commutation Allowances  of  enlisted  clerks  and  messengers — 1870:  639,  817. 

(See  "Clothing,"   "Fuel.'    "  Quarters,"  "Rations.") 
Deserters Status- of.  when  restored  without  trial,  or  charge  removed — 

L870:  B58. 

(See  "Bounty"  and  "Pay."') 
Apprehended,  and  transported  to  depot  or  post;   questions  of 

cost— 1870:  11,  36,  48,  325—1871:  264,  487. 
Enlistment Of  minors;  various  rules,  questions,  and  decisions — 1870:  78 

138. 

(.See  "Discharge,"  "Minors."  "Reenlistment,"  &c.) 
Funds !  Public,  in  charge  of  disbursing  officers;  rules  for  keeping  and 

for  reporting  at  stated  times,  &c.— L870:  9.  ICO,  142—1871: 

14,  C3,  75. 

(.See  "Money.") 
Guerillas Status  of,  as  compared  in  various  ways  with  organized  forces — 

1870:  162,431—1871:  123,  309. 
Graves (See  "Cemeteries.") 


MONEY  AND  PROPERTY  ACCOUNTS,  RETURNS,  AND 
CORRESPONDENCE, 


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77 


Remarks  on  the  record  looks  of  nionc-t/  a -ml  property  account*,  and  of 
correspondence  relating  to  accounts  and  rcti'i-nx. 

Book  1  is  designed  to  keep  a  correct  account  of  all  moneys  coming 
into  the  treasury  to  the  credit  of  the  Bureau,  either  from  regular  appro- 
priations or  miscellaneous  sources,  and  of  all  moneys  drawn  from  the 
treasury  by  requisition.  An  account  should  be  kept  with  each  head  of. 
appropriation.  A  balance  struck  at  any  time  will  show  how  much  is 
yet  in  the  treasury  subject  to  draft.  An  addition  of  the  balances  in  the 
treasury  to  the  balances  in  possession  of  disbursing  officers  at  date  of  last 
weekly  report  will  show,  with  sufficient  practical  correctness,  the  financial 
resources  of  the  Bureau  at  any  time  of  the  year.  Miscellaneous  receipts. 
which  revert  into  the  treasury  and  are  not  subject  to  draft,  should  not  be 
entered  on  this  ledger,  or  if  entered  for  any  reason,  should  be  offset  by 
an  entrv  in  the  opposing  column,  so  as  to  balance  the  account. 

Book  2  is  designed  to  exhibit  a  statement  of  the  estimates  of  the  dis- 
bursing officers  of  the  Bureau,  together  with  the  amounts  allowed  them. 
These  estimates  need  not  be  recorded  in  any  other  book. 

Book  3  is  designed  to  keep  an  account  of  the  receipt  of  the  stated 
reports  and  returns  from  the  officers  responsible  for  public  money  or 
property,  and  of  the  disposition  of  such  as  are  sent  out  from  the  Bureau; 
also  to  show  if  any  particular  returns  have  not  been  received  in  proper 
season,  or  if  any  particular  officers  have  failed  to  render  their  returns. 

Book  4  is  designed  to  keep  an  open  debit  and  credit  account  with  every 
•officer  receiving,  responsible  for,  or  expending  public  moneys.  On  one 
side  the  United  States  is  to  he  credited  with  all  sums  coming  into  the 
possession  of  the  disbursing  officer  from  every  source,  as  well  as  with  all 
expenditures  made  by  him  that  are,  for  the  time  being,  suspended  or 
disallowed;  on  the  other  side,  the  United  States  is  to  be  debited  with  all 
moneys  spent  by  him  for  whatever  purpose,  and  with  all  suspensions  or 
disallowances  against  him,  when  subsequently  removed  by  refundment 
or  explanation.  The  account  may  be  balanced  or  closed  at  any  time. 
Transfers  of  money  between  disbursing  officers  and  others  accountable 
for  money  or  property  should  be  entered  singly,  so  that  the  entry  in  one 
officer's  accounts  may  be  checked  when  the  funds  are  accounted  for  or 
reported  by  the  other. 

Book  5  is  designed  to  separate  the.  various  expenditures  of  the  disburs- 
ing officers,  so  as  to  show  at  any  time  what  sums  spent  by  them  are 
chargeable  to  any  designated  head  of  appropriation;  what  has  been 
.spent  for  purposes  not  pertaining  to  the  Bureau,  and  what  expenditures. 


78 

not  yet  approved,  cannot,  for  the  time  being,,  be  assigned  to  any  par- 
ticular appro}n-iation. 

Book  0  is  designed  to  show  the  actual  expenditures  for  the  several 
distinct  purposes  of  the  Bureau  during  the  fiscal  year.  It  is  an  auxiliary 
to  Book  5. 

Book  7  is  designed  to  keep  an  accurate  account  with  other  Bureaus  and 
appropriations  for  which  moneys  have  been  expended  that  ought  to  be 
refunded. 

Book  8  is  designed  to  exhibit  the  sums  received  from  sales  of  public 
property,  and  their  distribution  or  disposition. 

Boole  0  is  designed  to  keep  an  account  of  the  weekly  balances  of  funds 
in  possession  of  disbursing  officers. 

In  connection  with  the  foregoing  books,  a  book  of  letters  received  and 
of  letters  sent  should  be  kept  for  the  miscellaneous  correspondence 
relating  to  money  and  property  accountability  in  general  or  particular 
cases. 

When  a  "request"  for  a  remittance  to  a  disbursing  officer  has  been 
made,  a  statement  thereof  should  be  entered  against  the  appropriation 
concerned  in  Book  1  and  against  the  officer  concerned  in  Book  4.  When 
notice  has  been  received  that  the  remittance  has  left  the  treasury,  a  check- 
mark should  be  placed  against,  the  two  entries.  When  the  disbursing 
officer  takes  up  the  amount  on  his  money  account,  the  check-marks  should 
be  cix>ssed. 

When  a  disbursing  officer  reports  on  his  money  account  a  transfer  of 
funds  to  another  officer,  an  entry  of  the  same  should  be  made  in  Book  4 
on  the  account  of  each  officer,  giving  the  first  officer  credit  for  the  amount 
and  charging  it  to  the  receiving  officer.  When  the  latter  officer  takes  up 
the  amount,  a  check-mark  should  be  placed  against  both  entries. 

When  a  disbursing  officer  acknowledges  on  his  account  the  receipt  of 
money  from  another  officer,  it  should  be  entered  as  a  credit  on  the  account 
of  the  latter  in  Book  4,  and  as  a  charge  on  the  account  of  the  former. 
When  the  transferring  officer  subsequently  reports  the  transfer,  a  check- 
mark should  be  placed  against  each  entry. 

When  an  officer  makes  report  of  a  sale,  and  does  not  inclose  a  draft 
for  the  proceeds,  the  amount  should  be  charged  on  his  account  in  Book  4. 
If  he  afterward  forward  the  proceeds,  the  charge  on  his  personal  account 
should  be  offset  by  an  entry  on  the  opposing  side,  and  a  check-mark 
placed  against  the  several  entries  in  Books  4  and  8.  If  he  take  up  the 
proceeds  on  his  next  account-current,  the  check-marks  should  be  made 
in  the  same  manner. 


79 

This  check  system  should  be  used  in  every  recorded  transaction  affect- 
ing or  relating  to  the  responsibility  for  public  money  or  property,  and 
the  foregoing  illustrations  will,  it  is  thought,  sufficiently  indicate  its 
utility  and  mode  of  operation  to  officials  familiar  with  the  subject  of 
money  and  property  accountability. 

Whenever  it  appears  that  the  public  money  has  been  received  or  ex- 
pended by  any  officer  with  whom  no  account  exists,  his  name  and  the 
particulars  will  at  once  be  entered  in  Book  4,  the  absence  of  a  check- 
mark being  evidence  that  he  has  not  yet  accounted  for  the  money,  and  its 
presence  being  an  assurance  that  his  account  for  it  has  been  rendered. 
In  like  manner  the  name  of  an  officer  not  previously  accountable  for 
public  property  will  be  entered  in  Book  :5,  with  a  check-mark  under  the 
name  of  the  month  in  which  a  return  should  be  rendered,  and  in  the 
column  assigned  to  the  particular  form  of  return  required.  Upon  receipt 
of  any  particular  return,  the  check-mark  can  be  crossed.  An  illustration 
is  given  of  one  month  only,  but  the  books  should  be  ruled  for  the  twelve 
months  of  the  year.  When  returns  arc  rendered  at  longer  intervals  than 
one  month,  places  should  be  ruled  for  them  under  the  month  in  which 
they  are  due. 


80 


No. 


The  TREASURY  DEPARTMENT  in  account 


Date. 

From  what  source  re- 
ceived,  or  to   whom 
remitted. 

On  what  account. 

Total. 

! 

Dr.                   Cr. 

Dolls. 

g     Doll,    3 

July  20 
21 

21 

22 
23 

23 
25 

27 

War  Warrant  No.  8  
Col.  W.  Roberts,  A.  Q. 
M.  Gen. 
Lieut.     J.    Rankenfile, 
8th  Inf.,  A.  A.  Q.  M. 
Capt.  F.Taylor,  A.  Q.M. 
Capt.  John   Schell,   2d 
Cav. 
Wm.  Johnston,  on  treas. 
sett.  No.  2367. 
Capt.  M.  Ball,  3d  Inf., 
A.  A.  Q.  M. 
Treasury      settlement, 
No.  3416. 

App'n  for  1870-71  ..      12,  000,  000 

245  76500 

Sales  of  property  ...                   168 
Estimate  of  funds  

00  
.      87,  190  47 

» 

00 

38  00 

Estimate  of  funds       ' 

..        4,72813 

Medical  Dep't  

219 

81 


l. 


with  the  QUARTERMASTER'S  DEPARTMENT. 


Regular  supplies. 

Incidental  expenses. 

Cavalry  and  artil- 
lery horses. 

&c. 

Dr. 

Cr. 

Dr. 

Cr.             Dr.              Or. 

Dr. 

Cr. 

Dolls.     \g 

r 

Dolls. 

-2 

0 

Dolls. 

-~ 

00 

Dolls. 

* 

Dolls. 

4 

ou 

Dolls. 

£ 

Dolls. 

B 

D'lsg 

4,  500,  000 

00 

1,  000,  000 

800,  000 

143,  260 

00 

45,400 

00 
00 

10,000 

00 

93 
'l2 

219 

00 
00 

45 

75 

,, 

38,640 

00 



21,475 

7,500 

00 



.. 



38 
2,000 

00 

00 

183 

00 



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RECORD  OF  SALES 


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$ 

c. 

July  25.. 

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Capt.  F.  Tay- 
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Lt.  G.  Schnei- 
der, 9th  Inf. 

Nashville,   Term. 
Fort  Smith,  Ark. 

180 
216 

00 
20 

15 

8 

00 
00 

165 

208 

00 

20 

40 

00 

63 

89 


8. 

OF  PUBLIC  PROPERTY. 


Distribution  of  proceeds  recommended. 

Certificate  of  deposit. 

~  ( 

"1  Incidental  expenses. 

?  1 

Cavalry  and  artil- 
lery horses. 

Barracks  and  quar- 
ters. 

Army  transpor- 
tation. 

Clothing    and. 
equipage. 

• 

Turned  into  Treas- 
ury. 

When  received. 

£ 

!i 
it 

a 
| 

Draught 
animals. 

Other  means 
of  trans- 
portation. 

Clothing. 

Equipage. 

$ 

c. 

$ 

c. 

$ 

c. 

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c. 

1 

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f 

c. 

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10 

6 

c. 

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35 

87 

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21 

82 

00 

21 

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16 

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14 
8 

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Aug.  30 

Aug.    15 
Sept.     3 

9 

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UNIVERSITY  OF  CALIFORNIA  LIBRARY, 
BERKELEY 


Boots  act  returned  Ion  ttoe  are 
the  tmra  aay 


after 


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20m-l,'22 


Gaylord  Bros. 

Maker* 
Syracuse,  N.  T. 


YC  629 


UNIVERSITY  OF  CALIFORNIA  LIBRARY 


